WESU Board Notes 9/22/15

Budget: Tess + Ethan will write a draft of the budget for next Tuesday (9/29) and send it to the board for review. We’ll talk about any edits at that meeting. Then Ethan + Tess will go into the SBC to submit the request the following Monday (10/5).

Studio B Updates: Tess will send out a doodle to Ben G., Simon, Ethan H., Ben M, about meeting separately to talk Studio B updates. This group will keep the board updated on their progress / run proposals by the board in the coming Tuesday board meetings.

Program Guide: Hannah will be in contact with Cloie about finalizing the program design. It will be done by the end of the week and ready for printing.

Emails: Tess will send out a doc to the board for email collection, so that they are all in one place (usernames + passwords).

Waxahatchee: Nick will keep the group posted about what sort of help he needs. Next week, he’ll give us a ticket profit report.

Local Political Debate: Simon and Zazie will work on this together with Dave Bauer, and keep the board posted / give us an update next Tuesday.

Record Fair: all board members and staff members (reminder email, Ariana?) should invite people to the FB event!
*Next week we should definitely talk about training plans and about the pledge drive plan for the semester.

Staff Meeting Notes 9/13/15


— A quick note from Ben M about station upgrades, read by Ethan (Ben M is out of state for a wedding): Welcome back students and thanks to the staff who held it down over summer. We have a lot of exciting stuff in the works. We got the new mixing board and are working on a plan to turn studio B better suited for live performance and group discussion. We have already added a few things including new mic baskets to drown out air-conditioning and some new chairs. Soon to come is the electronic studio reservation system studio B production PC replacement. We are also trying to line up the installation of the new carpet before the major studio overhaul. Ben M is also working on a grant to get backup power and soundproofing for our studios. He will keep everyone posted on the progress of these projects.

— The 2015-2016 board members introduce themselves!

— Program: Thanks to Hannah for pulling the program together. Any questions have hopefully been worked out already.  Lingering concerns should be directed to Hannah directly at program@wesufm.org

— Tech: Simon is currently recruiting staff interested in tech/coding for the website, contact him at tech@wesufm.org if you are interested in getting a service hour on this project. Also, everyone needs to create a spinitron account as well as a stream rewind log-in (this program keeps 2 weeks of all programming for listeners to stream). If WESU staff sign up for an account, this will enable them to download their own shows (within 2 weeks of its airing). Simon will send out an instructional email for setting up these accounts, by the end of this week. Please contact him with any questions or concerns.

— Events: The Fall Record Fair will be happening on Sunday 10/18. Vendor space is pretty much sold out. We will need volunteer DJs to spin Vinyl during the event – usually 45 min to 1 hr shifts. We will also need volunteers in advance to help sort through records for sale, and a bunch of help the day of the event (more to come on that). Email Ariana at events@wesufm.org if you are interested in helping out in one or multiple of those capacities. She will send more info shortly. The Waxahatchee concert is happening on 9/28 at Memorial Chapel, and is free for students, $15 for community members. Ticket sales will benefit WESU. Please announce it on your shows in the coming week or so (there will be a note on the board in Studio A), and play the promo for the event, which can be found at the top of the “Promos” folder on the server.

— Public Affairs: Public affairs producers need to fill-out the form in the “Public Affairs” binder in the studio. Zazie will need a brief 1-2 line synopsis from each of them for our public file.

— Music Directors: Reminder about new music policy – five new releases per hour unless you have an exception from MDS. Those with an existing exception should inform the MDs asap.

— Personnel: Ethan is seeking folks interested in helping out with fall training. More information on the new + improved training process to come soon, but if you’re interested in helping out with this, reach out to him at personnel@wesufm.org.

— Production: We need some promos to get the word out about the Fall season! Contact Lara if you’re interested in producing a promo for your show, at production@wesufm.org.


And please do not hesitate to contact anyone on the board about your ideas to improve the station, possible event plans, show brainstorming, etc., as we would love to hear them 🙂

Our next meeting is October 4th at 6pm!

Board Notes 9/15/15

Program — Hannah and Ben M just received have the (almost) final version – it just needs descriptions for as few shows…Ethan O and Hannah will furnish these over the next few days. Cloie Logan will be designing the guide. She will send an update / ETA for finished project soon. Hannah will make sure that staff are aware of automated spots – when to put up automation – (jive, late night, other public affairs….).

Tech — Simon got spinitron and stremrewind set up and will send out an email instructing staff to sign up for both, within the next day or so. The door code should not be sent over staff list like it was last week (there are likely folk who are no longer staffers on there), so the code needs changing. Simon will talk to Ben M about process. Simon will also do some research into fixing problems with our website’s mobile interface.

PR — Ben will write up a short press release announcing the new fall season and get it sent out to press contacts asap. He will also make facebook posts and blog posts on the website about upcoming news: Waxahatchee (he’ll put the link to buy tickets embedded in this post), New Fall Season Announcement, and the Record Fair.

Student Activities Fair (this friday): Ben will send out a google doc to sign up for shifts / organize the efforts.

Personnel — Right now we are sticking with the google group, which Ethan will cross-reference with other group lists / the staff list asap, but we will also be considering ways to possibly streamline or improve our capabilities in this regard, in coming weeks.

Training…To be talked about much further at our board retreat this Saturday.

Events — Record fair updates:  Flyers, promo, and Facebook event are all up and running, thanks to Ariana 🙂

Waxahatchee –  Flyers, promo, and Facebook event are also taken care of here. Nick will send all members of the board a copy of the poster in the next day or so, so that we can each put 10-20 up around the Wesleyan campus + Middletown.

Misc. — Board retreat to happen this Saturday, from 12 pm – 3 pm (at the most). All board members are expected to attend (we’ll see if Nick does! it’s his Birthday, ok?!) Meet an Neon Deli at noon to pick up some lunch. Then we’ll head to Miller’s. Tess, Ariana, Erin, and Ethan all have cars — carpool is to be determined.

Cymbal? — We think that, right now, the board/station has more pressing tasks to be addressed and that we don’t really have the time/energy for this. So for now, we are not interested in pursuing this option.

Email — Everyone will contact their predecessors about getting their WESU email usernames/passwords. Simon will work on a document consolidated that information.

Keys — If you need a board key, you have to send a request to Ben M including your full name and WES ID.

Budget — We need to get this together. Tess will meet with Ben about this later in the week this week or early next week.


Board Notes 9/8/15

Board Hours 

Tess will send out a contact info document, collecting official board hours + cell phone numbers from the board.



— Some student DJs are complaining about their late-night timeslots and are asking to pre-record: for the most part, they will have to deal. It is a WESU rite of passage (regardless of whether they are freshman or seniors). If they so choose, they can shorten their 2:30 – 4 am show to a 2:30 – 3:30 am show. All of those shows this semester must be live, with an exception or two being made for a midterm the next day or something of the sort (we will not be unreasonable with this, but this excuse can only be used once or twice, really).


Program Guide

*Deadline for the Program Guide Getting Out There: September 22nd*


Events Planning

Record Fair: Arianna will make poster for the Record Fair and talk to Ben M. about getting things rolling on that front, in terms of organizing, service hours, PR, etc. Lara will make a promo for this event ASAP.

Waxahatchee Concert: Nick is bringing Waxahatchee to campus on September 25th and would like WESU to sponsor the event. Of the 500 tickets, 400 of them will go to Wesleyan students and will be free (and “sold” through the box office). 100 of the tickets will be open for purchase by the community. These tickets will be sold for $15, and WESU will receive $5 of each ticket, therefore having the opportunity to earn $500 from this event. WESU is expected to put no money into this event. However, the station is expected to help sell the community tickets, put their name on the event (sponsorship) and help promote it (both on air and off).

Some notes on this project:

Nick and Ben M. will chat this week and confirm the legality of this arrangement.

— Pending approval of the event from Ben M., Lara and Tess will produce a Waxahatchee promo Thursday afternoon.

Nick might reach out to Rick/RedScroll/Manic Productions about selling some of the community tickets.



— The students on the board will go on a retreat next weekend to discuss plans for the station this year. Topics on the agenda: training, fundraising, studio updates, long-term programming goals, revising board roles/descriptions if necessary, updating our constitution, reviewing NPR/syndicated content, etc.

— There will also be a meeting with Ben M. immediately following (or if not, soon after) the retreat, in order to review suggestions and brainstorm further / talk about the feasibility of our plans and ideas.

Tess will sound out a Doodle to figure out the date/time of our board retreat asap.


Staff Meeting Notes: May 2015

Welcome to the last meeting of the 2014-15 academic year!
Always bittersweet as we say goodbye to staff members who are moving on.  Hope we can acknowledge that today and make this a fun meeting.

Lots to cover including elections, pledge drive, and staff recognition followed by ice cream!
Apologies from Ben M for missing his first election in 16 years.
Personnel (Ben):
Service Hours: the deadline is looming, get them done! Remember that board hours are 4-6PM on weekdays, so that’s the best time to come in.
Pledge Drive (Laura):
-This is an especially important pledge drive because we’re raising money to get much-needed upgrades to our studio equipment: new sound boards, better equipment to host live in-studio performances (more mics, a roundtable, etc.)
-Finally starting to build momentum: Over $5K in but still $14,790 left to go.
-surely more pledges will come in the mail over the weekend.
-Last pledge drive, only 1/3 of our staff participated. We can do so much better!
-Consider how much of a role WESU has played in your life. If we get so much out of being part of the station, the best thing we can do is raise money to make it an even better place.
One easy way to participate: BUY A SHIRT!  Staff special of $15! Available here today.  
-60 second pitches from each candidate who submitted a letter of intent on time.
-candidates who are running for contested positions can take up to 3 questions from staff members.
Staff recognition:
-Outgoing board
-Graduating seniors
-Service hour accomplishments
Thanks for an incredible year! Celebrate outside with us – ice cream on the house courtesy of Paul the Ice Cream Man.

Board Notes 4/23/15

Disciplinary action: last staff meeting absence follow up?
-sent to 7 students
-2 responses so far
-going to send it to the other people tonight and this weekend, through the general WESU email.
-Danielle will be sending out a general staff email about meeting attendance.

Pledge Drive: Brainstorm on value of WESU. Tactics to explore for inspiring pledges. FB posts, blog posts.
-letters should be done by Monday. (Danielle, Tess, Becca, Laura)
-write a blurb to send to Tess to post on FB
IF we don’t raise at least $20,000 we will not have the money we need for upgrades.

Commencement: can’t have a tent. Stick with the Open House. Update blurb for R&C brochure: it hasn’t been printed yet.
-getting an alternative space for a WESU alumni event? Tess and Laura will meet with the head of R&C tomorrow to discuss.
-Zelnick Pavilion?

Board hours are important, we have trainees dropping in for service hours between 4-6 so please make sure someone is around.

Sandbox arts shirt sales
-for precedent: 10% of their proceeds will go to WESU since WESU’s name is on it.
-if they don’t break even, though, they should let us know. we shouldn’t prevent them from doing that.
-tonight and Sunday: review sessions before the written test
-Tips and Tricks: Sunday, May 3, at 3PM
-practical exams: finding out now when Studio A is open.
-summer show apps: will go out within the week.
     -sending the app out to trainees: people can apply as long as it’s clear that they’re making a commitment to completing the training program.
     -applications will be due on 5/8. Training should be pretty much wrapped up by then.
-testing: Need to map out process for trainees to participate in summer schedule. Let’s not let them slip through cracks.

NYC Record Dude (Keith) took remainder of records  that he purchase from WESU at the Record Fair. All that remains is a relatively small load of CDs and loose 78 rpm records.

Since we freed up that space, we have already started to move last year’s giant record donation to studio X, where it will be out of the way until we implement a process  for sorting that donation.
MD purchasing: the MDs are going this weekend and have been in touch with sub-MDs.
Public Affairs:
-Helen just recorded her 50th episode of Mind Matters. Should be up on the Pacifica sharing network soon. Super exciting!
-Laura will send out an email soliciting content for Sprouts (30-minute public affairs shows broadcast nationally)
T-shirt sales: slight delay with order. Supposed to pick up shirts today or tomorrow. What price should we charge for students? Can we sell old shirts as well? Maybe $10 for old and $15 for new (pledge price for new is $35)

Feet to the fire? WESU table at the event on May 8 – Tess will get in touch with Eliza about this

Board Notes 4/2/15

Training: started last week, moving the Sunday sessions to 2:30.
-getting more board members to help teach the sessions
-lots of people offered to host interns, which is awesome
Low meeting attendance: half of staff wasn’t there.
-email everyone who has missed half or more than half of the meetings warning them that they can’t have a show next fall UNLESS they complete certain criteria (e.g. more service hours + definitely attending the May meeting)
-case-by-case evaluation of the situation
1. telling people that they won’t get a show
2. telling people they probably won’t get a show. (but really strongly worded and taking it seriously internally)
Option 2 wins. Ben G. will send a draft email to the board.
Julie Burstein:
Best way to promote the workshop: Wesleying post has been submitted, Argus Facebook post, Tess will email Rosy C. at Allbritton
-Introducing the talk? Ethan? (Becca will if not Ethan)
-will coordinate soon about dinner plans
-Tess offered to record an interview with her before the workshop
Record Fair: success!
WESU outing with Cmdr Aleon: getting a van together.
-training to drive one of the RIDE vans
Buying music: sometime within the next two weekends. Ethan will let the board know exactly when they’re going.
Explorers’ Hour has to change its time slot (currently 5-6 on Wednesday afternoons, weekly)
-the board will rotate covering this slot for the rest of the season.
A few past CVs want to get back to DJ shows: in order to get a show, they’ll have to retake the written and practical exam. We will resend them the training manual/code of conduct in advance.

Board Meeting Note 11/5/2013

License application update from BM, EEP, and ownership reports filed w FCC per Legal Counsel
We filed early, awaiting word from the lawyers!

Hard nips Concert (Izzy)
1) Security update
Applied for money, awaiting results, need board members to help staff the event
2) Promos (Hanna)
3) Poster on website/Facebook and Wesleying next week (DP)
4) Flyering campus (trainees? Izzy/Eliza reach out)

Mid-Wes (Mary)
– Do we want them to table the event for us?
– No thank you, but why not something else
– Is it as simple as it sounds??????
– Is it a waste of their time?
– Answer is no

WesDEF program (Ben?)
– happening next week on Wednesday, 11/9 at 5:30pm in 41 Wyllys, room 112. Any delegates?
– Mary might go
– we have something to offer as a service to the town

IBS East coast 1 day (Botson) conference is Nov 16.
Anyone want to go rep? (Virgil)

Training (Eliza/Hannah updates)
It’s been going well, thanks everyone!!!
Planning for Proctoring the Practical Exam
Problem with getting service hours, tell them to come in—their is plenty to do!

Any discipline issues/no-shows?
Absences from staff meeting are being assessed

1) Disciplinary follow-up….how’d it go?
– well its going well
– working on retraining
2) Anyone interested in replacing EKM?

MB will post/email staff about the elections to clarify details 

75th anniversary
Notes from the meeting will be published
LISTSERV is coming 75years@wesufm.org
it went well

WESU T-shirt contest
feedback will be sent back


Pledge promos contest:
1) Review and pick a winner
2) Ben gives a production demo


This Weeks Notes

Extension of 75th Anniversary Promo competition for next week

Do we has a tagline: we need one, or should we keep “75 years of music and public affairs”

Student group activities fair  How did it go?
Training  – any needs / updates? Who can do this? WP savvy..? Wesleying post? Facebook event? Flyering? Website?
Program guide – Now 2 sided – update please? This need to go to the printer ASAP.
Pledge drive time frame and method? Start up in April? Goal? Maybe 15K—maybe more??? We nearly hit that this past fall… Packets??? When to get them out? What’s the angle? Kindler gentler again…
Staff resource page (WESUFM.org/STAFF) per suggestion last week..
Clean up outdated shows on stream rewind? There are many shows listed that are no longer on air. Can Hanna cross reference? Ben can then double check list and then maybe Nate can delete?
divest from fossil fuels: supermajority vote in the sunday meeting
do we do politics as a station….

Staff meeting on Sunday – need email reminder. 


Record fair

Mailing to ct stores is in the works (by Ian Work study)
need t post around campus and town soon.
Did we send Rec Fair info to Stephan Allison to get listed at www.Arts2.go.org and in the City Arts calendar for March?
Can we get an ad it printed in Argus and how do we get the fair promoted on Wesleying? DEVELOPING A BETTER RELATIONSHIP WITH THE ARGUS
DP to work on a press release for the Rec Fair.
SALD funds

Oldies concert update: looks like April 19th at MHC PAC – made a bunch of calls today to start lining up performers. coming together, more from BM soon (maybe the five satins), recognizing CV and community
a lot of promo of
Death in concert? progress is being made
YTST April 12
Roots of Hip Hop summit idea…

75th anniversary

— 75 years of” radio show still needs our input.   Raise your hand if you have contributed to the April (poetry), and May (Wes connected), and June (African American) themes?
— BM reached out to the CFA to see if they might be willing to work with us on some of the events.
— Website needs 75th anniversary landing page www.WESUFM.org/75  Who can do?—Hoping for 75th committee to meet following the staff meeting.
— MB is working on an alumni update email feeling out interest support for “gala” event.

Discipline – Friday night situation w Dave. Any word on die cast no show?  On air tonight?Board Promo contest listen and vote! Make yours by Sat or be shamed.



Staff Meeting Notes 3/29/15

Welcome:Thanks for joining us here for the Penultimate WESU Staff Meeting before summer break at Wesleyan. Hopefully the snow will be gone by our next (May) meeting!

With no March staff meeting, due to snow, we have a lot of ground to cover including  a several updates from the board and a pre pledgedrive talk.

Tech (Mizael):
Adobe defaults: To the people who reconfigure the adobe audition suite and make important things LIKE THE RECORD BUTTON disappear…. please stop!  It is great that we can customize many features in this program (outdated as it may be).  But it really set other people back when they cannot find the most basic controls when they need them.

It never hurts to reboot the computer if you’re starting a new editing session.

Personnel (Ben G):  
Contact info: There’s a new staff list up in Studio A. Please make sure your email and phone are up to date on new staff list in Studio A. Feel free to fill in your phone # on that sheet, or fill it in on today’s attendance sheet.

Training: first sessions happened last week. It’s going well but we can always use more help. Any staff member can volunteer to help teach training, and/or to speak at the Tips and Tricks panel. Get in touch with Ben if you want to do so.

Staff email list: Has everyone here been getting all staff emails? Contact Ben G. if you’re not.

Music Directors:
-Spending our budget for new music. Get in touch with the MDs (wesumd@wesufm.org)
– Seeking suggestions for purchase the station would benefit from adding to the library
– Please get in touch!

-Reminder that today (Sunday) through this Tuesday are the fifth of the month. So if you have a 1/3/5 show on one of those days, you’re on this week and also next week (the first of the month).
-Julie Burstein speaking event on the horizon – please help and participate! April 8, 7PM, CFA Hall. Julie Burstein founded Studio 360 on WNYC and is overall an awesome person. She’ll be giving a talk about the creative process. Play the promo in the Priority Promo folder!

Events (David):
-Record fair was a great success! Thanks to Lee, David, and everyone who helped pull it off (DJs). It always takes a lot of work but it has continued to grow into a cherished tradition and important fundraising and community outreach event!  It’s also a ton of fun!
-sold our entire record fair collection!
-we now have space to store our donated collection.

Public Relations (Tess):
– WESU Magazine: looking for written and audio content.
– New T-shirt designs by Lara and Kaitlin.
-keep a lookout for (temporary) tattoos, other cool merch.
-come to Art Group meetings at 8PM on Thursdays.

Production (Abby):
-Make a promo for your show! Email Abby at production@wesufm.org if you’re interested in getting some help.
-Muslim Women’s Voices –  still a few more events, please keep an eye out for and play the promos to help promote this cool and important CFA concert series. (Watch the end dates!)There’s music by one of the artists pinned to the bulletin board in the studio now. Sometimes the artists are available for interviews too!
-For a Radio station, we could do a much better job promoting our own programming to our own listeners. This is not because our production director, Abby is not working hard and producing content of her own as well as helping others. She’s is doing a fantastic job. It’s because many among our 150+ staff haven’t made promos.
-Of the promos we do have, many of them are old. Some show promos are more than 10 years old…. In addition to Abby, there are lots of people on staff who can help you learn to record and edit a new promo.  It’s fun!
-Mind you, if you’ll never have a show on WESU again in the same spot after the first 2 weeks of May, when our spring season ends, there are probably better ways to earn a service hour.

Public Affairs (Laura):
– Help gathering info for Public File: this is our way of showing what people talk about on our public affairs folder. If you’re interested in helping to gather this info, get in touch with Laura (publicaffairs@wesufm.org).
– History Rewrite for website:  contact Laura & Mizael if you want to help out.
– College Media Conference in NYC: It was super informative to meet people from college radio stations all over the country, and to get a better sense of the media landscape (hooray for buzzwords) that we’re part of. We should definitely keep sending delegates to this!

Election pitch (Danielle and Becca):
Sad but true! We’ll be electing a new Board of Directors at our Next Meeting.
Please consider participating on our form of quasi democratic governance of WESU.
Our elected Board of Directors should reflect the diversity of our staff and programming (including CVs, who have been absent from the board for too long)

Letters of intent need to be posted by 4/19, 2 weeks before May election/meeting.
To announce candidacy, just send an email to staff list.
We encourage creative campaign letters/posters, videos etc.Candidates will make a pitch and answer questions at the May meeting.
Write-in candidates are allowed at the election but are not able to make a stump speech or field questions like candidates who met the 4/19 deadline.

Very quick pitches from all present board members.
Visit wesufm.org/contact to see all of the positions on the Board, as well as the contact info for each position. If you’re thinking of running, you’re highly encouraged to contact the current board member and chat with them about what they do!

Pledge Drive:
Pledge goal is $20K (same amount as last spring)

What’s different about this pledge drive is that however much we raise, we get to keep it!

Most years during our spring pledge drive we are raising just enough to have balanced budget by the end of the fiscal year (July 1).

Because of our successful capital campaign to raise money for upgrades, we have essentially raised enough money to balance the budget.
Anything we raise at this point will “profit” the station!

In that sense this is a VERY IMPORTANT DRIVE as it will essentially be the capstone of our 2-year capital campaign.
By raising $20K we should be able to:

Purchase at least one new mixing board
refurbish the current board and relocate to studio C.
redesign and get some new consoles and furniture in the 2 main studios. Tighten them up soundwise.
make studio b more productive for group conversations/meetings and live performance art.

With 20K we can do that! If we only raise $5K we won’t even be able to replace a mixing board.  The money we raise in this drive will ensure that the money that we have raised for this project will be used as it was intended.

We received to several large donations last pledge drive specifically for this upgrade—as well as hundreds of smaller donations but just as important contributions from the various communities we serve.

Long story short – If we raise 15K we get to keep the 15K that we are ahead by. If we raise $20K we get to spend it all on station upgrades.
This is why we are shooting for $20K, which seems very doable considering we raised that amount last spring and just raised nearly $30K in our Fall drive. And of course, the fact that more staff are now inspired to participate.

it’s all about finding a the right way to connect with the various communities we serve. Your contribution to the pledge drive and the station should reflect that.
If more staff really make the effort,  more listeners will donate and  WESU will be better!

Also, we are working on revising the  online giving system that should make it  more user friendly and more like a shopping cart, per staff and donor suggestions.